Automating Proposal Generation for a High-Ticket Consultant

Client Background
The client, a solo consultant and founder of a high-ticket service-based business, routinely engaged in 1:1 discovery calls with prospective clients. Their offers ranged from $5,000 to $20,000+, requiring detailed, custom proposals. However, creating these proposals manually post-call was unsustainable, time-consuming, and often caused delays in deal closure.

Problem
Despite an impressive close rate, the client's biggest bottleneck was proposal creation. They reported spending several hours per proposal, which cut into sales time and lowered productivity. More critically, the delay in sending proposals often led to a drop in client engagement and lost deals. The client sought an automated system that would:

• Reduce proposal turnaround time

• Maintain high-quality, personalized formatting

• Include payment and agreement signing in one streamlined experience

Project Objective
Build an end-to-end automated proposal generation system using Make.com, Typeform, PandaDoc, and OpenAI. The goal was for a client to receive a completed proposal, along with payment instructions and an agreement, before the discovery call ended.

Solution Overview
Tiara designed and implemented a fully integrated automation system with the following key components:

1. Discovery Call Intake Form (Typeform)

   • Collects client name, company, pain points, solution needs, estimated budget, and timeline during the sales call.

2. AI-Powered Proposal Content (OpenAI)

   • Generates problem and solution statements, timelines, and project milestones from short-form bullet points.

3. Proposal Creation & Payment Integration (PandaDoc)

   • Pulls dynamic fields from Typeform + AI into a pre-designed template

   • Adds 50% deposit and service agreement using PandaDoc’s payment module

   • Sends proposal immediately via email with sign-and-pay instructions

4. Automation Engine (Make.com)

   • Connects all platforms and handles data logic, triggers, and timing

   • Uses a two-step Typeform response pattern to reduce errors and test easily

Results & Impact

• 90% reduction in proposal creation time (from 2-3 hours to under 2 minutes)

• Proposals sent before calls ended, dramatically increasing client momentum

• Higher conversion rate due to professional, timely follow-up

• Eliminated admin bottlenecks, enabling the client to focus on sales and delivery

Instant cash flow with integrated e-signature and payment system